Annual General Meeting 2019 Please sign in on arrival (desk at the - - PowerPoint PPT Presentation

Church Street (Maidstone) Management Company

Annual General Meeting 2019

Please sign in on arrival (desk at the back)

• AGM. The Old Hospital Maidstone.
• Welcome & Apologies
• Housekeeping
• Councillor Clive English, MBC

CSMC Director Team - Introductions

• Fergus Poncia, Company Secretary
• David Berry, Operations Director
• Olga D'Silva, Chair & Administration

CSMC – Finance Remit Restructuring

• Accountancy Support, Book Keeping
• Ackland Webb (Canterbury)
• Principal: David Muggridge FCCA, MAE, MEWI

Minutes of AGM November 2018

• Approval of Minutes.

Chairman’s Report. Overview.

• Old Hospital. Self-managed.
• Finance/ Buildings Insurance.
• Leasehold Covenant.
• Administration & Communication.
• Estate Management Activity 2019.
• Improvements for 2020.

Chairman’s Report. Estate Management 2019. Operations.

• Weekly Maintenance / Cleaning:
• Mondays generally
• Internal & external common parts
• Includes garden maintenance

Chairman’s Report. Estate Management 2019. Operations.

• Security:
• Private CCTV
• Blocks: Trades buttons decommissioned.
• Union St pedestrian gate: keycode & gate
• strengthening. Sensor light.

Chairman’s Report. Estate Management 2019. Operations.

• Health & Safety:
• H & S Reports. March 2019 (2 years)
• Smoke vent maintenance. 6 monthly
• Fire extinguisher maintenance. 6

monthly

Estate Management 2019. Improvements.

• LED lighting – internal. Phased programme.
• 2 electrical charging points (fast)
• Internal Block Redecoration: Hewson Court.
• Water pump maintenance
• Front electric gate – maintenance/repair

Estate Management 2019. Ongoing issues.

Tree cutting Phase 1: Hales /Brockman 2 sycamore trees removed (50 Union St)

Before Currently

• Replacement silver birch tree. (Conservation area)

Estate Management 2019. Ongoing issues.

Tree cutting Phase 2:

Brockman/Hales car parking area below:

Also: Rear of Mainy House

Estate Management 2019. Ongoing issues.

• Flat roofs (new builds):
• Water leak issues.
• Repairs up to buildings insurance excess.
• NHBC Claims.
• Meeting 28th November with NHBC

Claims Investigator (National House Building

Council).

Resident/Offsite Landlord. Co-operation.

• Security:
• Replacement fobs, parking permits.
• CSMC agreement to issue.
• £30 replacement any one item.
• Landlords – inventory.

Resident/Offsite Landlord. Co-operation.

• Security:
• Blocks. Letting someone in – check

genuine/you know who they are.

• Codes: keep confidential (front electric gate,

pedestrian gate, bin stores).

• Antisocial behaviour: report as necessary:

CSMC (CCTV checking).

• Non emergency: Tel: 101. Emergency: 999.

Resident Co-operation.

Leasehold Covenant.

• Flat owners: signed legal document.
• Owner responsibility.
• Includes offsite landlords with tenants.
• Example: No commercial vehicles in parking

bays, private car only.

• Example: Unauthorised pets.

Leasehold Covenant – Pets.

• Policy on Pets
• Schedule 5 Stipulations and Restrictions, Clause 5:
• “No dog bird cat or other animal or reptile shall be kept

in the Premises except with the prior written consent of the Manager which consent may be revoked at the discretion of the Manager.”

• Dogs (no longer at the development, still on site)
• No temporary visiting dogs

Planned Improvements 2020

External - Cedarwood staining - frontage of new build blocks

Planned Improvements 2020

• Dudley House Flats 1- 6. Internal block

redecoration.

• Flat roof maintenance – membrane
• checking. Water leaks from balcony roofs.
• NHBC. 10 year guarantee (time limited)

Planned Improvements 2020

External – fence panel staining / strengthening.

Planned Improvements 2020

Tree cutting Phase 2:

Brockman/Hales car parking area below. Also: Brockman Block. Side/rear

Buildings Insurance Policy

• Allianz Insurance plc
• 14 month policy
• Previously 12 month policy/ October renewal
• Insurance period aligned with service charge

demands for January

Buildings Insurance Policy

• Allianz Insurance Premium fixed for 3 years, if

the loss history is underneath 50% of the premium.

• Excess £350
• Total Premium (14 months): £17,010
• 15% saving from 12 month policy 2018-19

(Zurich Insurance)

Administration & Communication

• GDPR. General Data Protection Regulation.
• GDPR Compliance – CSMC, accountants,

solicitor.

• ICO (Information Commissioner’s Office) –

Registration No: ZAO82499.

• Data Protection Officer. Fergus Poncia, Co Sec
• Privacy Policy – all pages of our website
• If someone leaves, all data deleted

Use our website!

• https: //www.theoldhospitalmaidstone.co.uk
• Update your contact details
• Report a problem
• Property Information (Resident Info Pack)
• Property Information (eg NIBE Boilers, toilet

cisterns, fobs)

• Policy on Pets
• Legal Information (eg Company

Accounts, Buildings Insurance, Health & Safety)

Goring Place Limited

• Freeholder:
• Overview

Questions?

• Questions about individual properties or

circumstances can be dealt with after the meeting.

Break

Current Financial Status

• Service charge payments received from majority of
• wners on time. (Terms: 30 days).
• Credit control time consuming for those who do not

pay on time. So, for 2020 period a £20 automatic charge will be applied per monthly late payment.

• Current bank balance £16,444
• Reserve account: £7,355

(plus sink fund £30K)

2019 Financial Report

• 2019 is expected to show a small deficit of £1k.
• This takes account of a significant increase in

maintenance/repair/upgrade expenditure this year

• f over £40k compared to an original budget of £32k.
• This does not include the budgeted transfer of £7k

to reserves. Need to consider the impact on the sinking fund.

2019 (expected) Financial Results

Account Name Total Income: Service Charge £66,665 Other income £0 Total Income £66,665 Expenditure: Maintenance& Repairs £32,017 Internal block redecoration £10,441 Utilities £5,855 Admin, IT and Governance £3,074 Director Remuneration £13,370 Total expenditure £67,757 Deficit carried forward

• £1,092

CSMC Budgets

Budget

2017 £70,949 2018 £69,383 2019 £66,665 2020

£70,000

Director Remuneration

• 2020 Directors’ Fees: £13,370 Proposed
• £13,370 held from 2018 & 2019
• Vote to Approve: £13,370 (2020)

Proposed 2020 Budget Breakdown

Account Name Total Income: Service Charge £70,000 Other income £0 Total Income £70,000 Expenditure: Maintenance & repairs £33,130 Internal block redecoration £3,000 Utilities £6,000 Admin, IT and Governance £7,500 Director Remuneration £13,370 Transfer to Reserves £7,000 Total Expenditure £70,000

Vote to approve 2020 Proposed Budget:

Account Name Total Income: Service Charge £70,000 Other income £0 Total Income £70,000 Expenditure: Maintenance & repairs £33,130 Internal block redecoration £3,000 Utilities £6,000 Admin, IT and Governance £7,500 Director Remuneration £13,370 Transfer to Reserves £7,000 Total Expenditure £70,000

Payment Demands 2020

• First Half
• January 2020 INVOICE (applicable to owners,
• ffsite landlords)
• Service Charge (6 months: January to June)
• Buildings insurance 14 month premium (Oct 2019 –

December 2020)

• 6 monthly ground rent payment (if applicable)
• Payment terms: 30 days from date of invoice.
• Late payments: £20 per month automatic charge

applicable.

Payment Demands 2020

• Second Half
• July 2020 INVOICE (applicable to owners, offsite

landlords)

• Same scenario as for January 2020 invoice.
• Except no buildings insurance premium collected.

Support to self-manage the estate

• Can you help?
• Director, Contractors, Suppliers, Maintenance,

Administration, Posting etc

• Please speak to a Director

Any other business?

Close

• Church Street (Maidstone) Management

Company Limited Office 7, 35-37 Ludgate Hill, London EC4M 7JN

• Telephone: 01622 61 61 81

Website: https:/www.theoldhospitalmaidstone.co.uk

• Email: office@theoldhospitalmaidstone.co.uk
• Company Number: 06545435